SORT and SORTN functions in Google Sheets - Cheat Sheet & Quick Revision

Recall & Review

beginner

What does the SORT function do in Google Sheets?

The SORT function arranges the rows of a range or array in ascending or descending order based on one or more columns.

beginner

How do you use the SORT function to sort data by the second column in descending order?

Use =SORT(range, 2, FALSE) where 'range' is your data range, '2' is the column number to sort by, and FALSE means descending order.

beginner

What is the purpose of the SORTN function in Google Sheets?

SORTN returns the top N rows from a range or array after sorting it. It helps to get the first few sorted results.

intermediate

How do you get the top 3 highest values from a list using SORTN?

Use =SORTN(range, 3, 0, 1, FALSE) where 'range' is your data, '3' is how many top rows you want, '1' is the column to sort by, and FALSE means descending order.

beginner

What happens if you omit the sort_column and is_ascending parameters in SORT?

If omitted, SORT sorts the entire range by the first column in ascending order by default.

Which formula sorts data in ascending order by the first column?

A =SORT(A1:C10)

B =SORT(A1:C10, 2, FALSE)

C =SORTN(A1:C10, 5)

D =SORT(A1:C10, 1, FALSE)

SORT without extra parameters sorts by the first column in ascending order.

What does the FALSE parameter mean in the SORT function?

A Sort descending

B Ignore errors

C Sort ascending

D Sort by row

FALSE means sort in descending order.

How many rows does SORTN return if you set the second parameter to 3?

A All rows

B 3 rows

C 0 rows

D Depends on data

The second parameter in SORTN specifies how many top rows to return.

Which function would you use to get the top 5 values from a list?

A SORT

B VLOOKUP

C FILTER

D SORTN

SORTN returns the top N rows after sorting.

If you want to sort by the third column ascending, which formula is correct?

A =SORT(range, 3, FALSE)

B =SORT(range, 1, TRUE)

C =SORT(range, 3, TRUE)

D =SORTN(range, 3, 0, 3, TRUE)

TRUE means ascending order; 3 is the column to sort by.

Explain how to use the SORT function to sort a table by multiple columns.

Think about how you can sort first by one column, then by another.

Describe a real-life situation where SORTN would be useful and how to apply it.

Imagine you want to find the best scores or highest sales.

Practice

1. What does the SORT function do in Google Sheets?

easy

A. It arranges all data rows by one or more columns.

B. It picks only the top 3 rows from a data range.

C. It filters data based on a condition.

D. It sums up values in a column.

Solution

1. Step 1: Understand the purpose of SORT

   The SORT function organizes data rows by sorting them according to one or more columns.

2. Step 2: Compare with other functions

   Unlike functions that filter or sum data, SORT rearranges all rows based on column values.

3. Final Answer:

   It arranges all data rows by one or more columns. -> Option A

4. Quick Check:

   SORT = Arrange rows by column [OK]

Hint: SORT rearranges all rows by column values [OK]

Common Mistakes:

• Confusing SORT with filtering functions
• Thinking SORT picks only top rows
• Assuming SORT sums values

2. Which of the following is the correct syntax for the SORTN function to get the top 5 rows sorted by column B ascending from range A1:C10?

easy

A. SORTN(A1:C10, 5, 0, 2, TRUE)

B. SORTN(A1:C10, 5, 0, 2, FALSE)

C. SORTN(A1:C10, 5, 1, 2, TRUE)

D. SORTN(A1:C10, 5, 0, 1, TRUE)

Solution

1. Step 1: Identify SORTN parameters

   SORTN(range, n, display_ties_mode, sort_column, is_ascending) picks top n rows sorted by a column.

2. Step 2: Match parameters to question

   We want top 5 rows (n=5), no tie display (0), sort by column 2 (B), ascending (TRUE).

3. Final Answer:

   SORTN(A1:C10, 5, 0, 2, TRUE) -> Option A

4. Quick Check:

   SORTN syntax with correct params [OK]

Hint: Remember SORTN(range, n, 0, col, TRUE) for top n ascending [OK]

Common Mistakes:

• Using 1 instead of 0 for display_ties_mode
• Sorting by wrong column number
• Setting ascending to FALSE when ascending needed

3. Given the data in A1:B5:
A1:B5
1, 50
2, 40
3, 60
4, 30
5, 70
What is the result of =SORT(A1:B5, 2, TRUE)?

medium

A. [5, 70], [3, 60], [1, 50], [2, 40], [4, 30]

B. [4, 30], [1, 50], [2, 40], [3, 60], [5, 70]

C. [1, 50], [2, 40], [3, 60], [4, 30], [5, 70]

D. [4, 30], [2, 40], [1, 50], [3, 60], [5, 70]

Solution

1. Step 1: Understand SORT parameters

   SORT(range, sort_column, is_ascending) sorts rows by the specified column ascending if TRUE.

2. Step 2: Sort data by column 2 ascending

   Column 2 values: 50, 40, 60, 30, 70. Sorted ascending: 30, 40, 50, 60, 70. Corresponding rows: [4,30], [2,40], [1,50], [3,60], [5,70].

3. Final Answer:

   [4, 30], [2, 40], [1, 50], [3, 60], [5, 70] -> Option D

4. Quick Check:

   SORT by column 2 ascending = sorted rows [OK]

Hint: Sort by column values ascending to reorder rows [OK]

Common Mistakes:

• Sorting by wrong column
• Assuming descending order when TRUE means ascending
• Mixing row order with original data

4. You wrote =SORTN(A1:A10, 3, 0, 2, TRUE) but it returns an error. What is the likely problem?

medium

A. The range A1:A10 has fewer than 3 rows.

B. The ascending parameter must be FALSE, not TRUE.

C. The sort column number 2 is outside the range columns.

D. The display_ties_mode parameter cannot be 0.

Solution

1. Step 1: Check range and sort column

   The range A1:A10 has 1 column (A). Sort column 2 is outside the range columns, causing an error.

2. Step 2: Rule out other options

   Fewer than 3 rows (A) returns available rows without error; TRUE (B) is valid for ascending; 0 (C) is valid for display_ties_mode.

3. Final Answer:

   The sort column number 2 is outside the range columns. -> Option C

4. Quick Check:

   Sort column must be within range columns [OK]

Hint: Check if sort column number fits range columns [OK]

Common Mistakes:

• Using sort column number larger than columns in range
• Confusing display_ties_mode values
• Assuming TRUE must be FALSE for ascending

5. You have sales data in A2:C20 with columns: Product, Region, Sales. You want to find the top 3 sales amounts but only for the "East" region. Which formula correctly sorts and filters this data?

hard

A. =SORTN(A2:C20, 3, 0, 3, FALSE)

B. =SORTN(FILTER(A2:C20, B2:B20 = \"East\"), 3, 0, 3, FALSE)

C. =SORTN(FILTER(A2:C20, B2:B20 = \"East\"), 3, 0, 3, TRUE)

D. =SORT(FILTER(A2:C20, B2:B20 = \"East\"), 3, FALSE)

Solution

1. Step 1: Filter data by region "East"

   Use FILTER(A2:C20, B2:B20 = "East") to get only rows where Region is East.

2. Step 2: Use SORTN to get top 3 sales descending

   SORTN(filtered_data, 3, 0, 3, FALSE) picks top 3 rows sorted by Sales (column 3) descending (FALSE).

3. Final Answer:

   =SORTN(FILTER(A2:C20, B2:B20 = "East"), 3, 0, 3, FALSE) -> Option B

4. Quick Check:

   Filter then SORTN top 3 descending sales [OK]

Hint: Filter first, then SORTN top n descending [OK]

Common Mistakes:

• Sorting ascending instead of descending
• Not filtering before sorting
• Using SORT instead of SORTN for top n